Term of Reference For Information Technology (IT) Consultant (Software Support) for FCGO IT Systems

Transcription

1 Term of Reference For Information Technology (IT) Consultant (Software Support) for FCGO IT Systems 1. Background Organization and its functions: Financial Comptroller General Office (FCGO),as the major organization under the Ministry of Finance, is the main agency responsible for the Public Financial Management (PFM) system of Government of Nepal (GoN). The treasury operation is the pivotal function of this office as the central level function. In order to manage the treasury, it also carries out the functions mentioned in the Financial Procedure Act, 2055 (B.S.) and Financial Procedure Regulation, 2064 for this office. Actually these laws for this office have mandated the major functions. As per the said law this office mainly oversees budget implementation, treasury administration, budget expenditure implementation, cash and budget management, expenditure and revenue accounting, expenditure and revenue tracking, other receipts management, human resource management, strengthening the accounting system and preparation of consolidated financial statements of the government. There are District Treasury and Controller Offices (DTCOs) in 75 districts under this office. The DTCOs release the budget and manage the fund for the expenditure and control the accounts for the offices operating under the line ministries of GoN. DTCOs are making the payment through implementing the Treasury Single Account (TSA) System. E-Governance Approach: FCGO has adopted the e-governance approach for its business operations. In this endeavor, various functions have been digitized and thus replaced the manual process of the operations. For this, there is a Management Information System (MIS), which has computerized networks for the recording, reporting and business processes as well as other PFM works of spending units through the DTCOs. There are two levels of Computerized MIS in FCGO and DTCOs, which are as follows: Financial Management Information System (FMIS) in FCGO Treasury Single Account District Expenditure Control System (TSA/DECS) i n DTCOs The FMIS has been used to produce the budget publication and accounts of GoN for more than a decade. In addition to this, there are two systems namely Computerized Government Accounting System (CGAS) and Revenue Management Information System (RMIS). CGAS is used planned to be executed in Paying Offices (POs) of GoN to capture transactions and their accounting, book keeping, expenditure reporting and revenue. For the time being CGAS has been piloted in all 75 DTCO's and 16 Paying Offices of Kaski district. In the current FY FCGO is extending the use of CGAS to few ministries and other offices which are ready to use it. RMIS has been piloted in 3 districts of Kathmandu valley. This system is designed to capture the entry level revenue data through a single online system operated by FCGO and used by banks, paying offices and DTCOs. 1

2 After the introduction of new Charts of Accounts ( CoA) based on Government Finance Statistics (GFS) 2001 code in 2068/69, the following information systems have been redesigned and updated to make them compatible with GFS 2001 codes. Budget Management Information System ( BMIS): This software is used in formulating annual budget in Ministry of Finance (MoF). The data requir ed for budget formulation is also supported by the Line Ministry Budgeting System (LMBS) used at ministries level and FMIS at FCGO. The budget has been published based on the updated BMIS using GFS 2001 codes starting from the FY 2069/2070. Financial Management Information System ( FMIS): This system is used for compiling entire data of budget release, expenditure, balances, virement, revenue collection, retention money from DECS. The FMIS gives consolidated information regarding entire financial performance of the districts obtained from DTCOs. FMIS is the means by which the FCGO exercises control over the DTCOs and ensures that data is accurate, complete and well timed. It is the main source of reporting of the budget execution, revenue collection and retention money. FCGO produces different financial reports at different intervals using such data. Line Ministry Budgeting System (LMBS): This is used for preparing annual budget at the line ministry level. It facilitates to transfer such data to BMIS used at MoF. FCGO is responsible for smooth and consistent operation and maintenance of the following IT systems: FMIS, TSA, CGAS and RMIS. Moreover, FCGO intends to engage IT consultants (Software)for the up gradation and support service of these IT systems and development of further required systems. These Systems have been developed using Oracle 11g database as backend, Oracle application server as middle tire and Oracle form report 10g as application development software. The systems are documented with both technical and user manual as well. 2. Objective of the Consulting Service: The main objectives of the proposed consultancy service are as follows: 2.1 System Support: The Consultant is required to support the operation of the Software. Collect Feedback from user, ensure the up gradation of system on the basis of feedback and communicate the changes to the user. 2.2 Assistance in Software Development: The IT consultant should assist the developer through requirement specification and ensure the development of the system with all required features. 2.3 Testing the accuracy of system with test cases: Before the implementation of any new system or the new feature within the existing system, IT Consultant is required to perform testing to ensure all the required features. 2.4 Communicate with Users: The Consultant is required to regularly communicate with users to ensure the performance of the system as required and response immediately on the arrival of issues 2

3 2.5 System Operation: Operate the existing IT systems (FMIS, Non -TSA DECS, BMIS, LMBS, CGAS and RMIS) effectively and consistently in MoF, FCGO, DTCOs, Line Ministries, and paying offices of GoN, 2.6 Installation and up gradation : Install the IT systems in MoF, FCGO, DTCOs and paying offices of GoN and Assist Developer in the up gradation. 2.7 Manage change and Security :Modify, enrich and upgrade the IT systems, and manage security features and database, 2.8 Support and Maintenance of System : Provide support service for smooth & effective operation and maintenance of the IT systems, 2.9 Knowledge Transfer and Training: The consultant should be able to transfer the knowledge and skills for the above functionalities to the FCGO, DTCOs and POs staffs regarding operation and maintenance of these systems with the recent available techniques and assist in providing training prepare the training manual and material in hard and soft copy Assist in the Server Management, Database Management, System development and System Operation Manage the Data Flow: The consultant is also required to manage the data flow arrangement from the software and its functioning system Documentation: The consultant is required to document the tasks so that the knowledge transfer is not limited to the conversation. 3. Scope of the Services In order to attain the objectives and carryout the specific roles and responsibilities the consultant shall cover the following areas of concern in this job category: 3.1. Assist System Development: The consultant is require to assit the developer to develop the proposed system, with requirement study, Ensuring the accuracy of the system, development of test cases for testing the system and ensure the system quality Grievance Handling: The consultants are required to collect the feedback/grievances from the concerned organizations regarding the system operation and requirements. S/He should communicate the feedback/grievances to the concerned personnel, ensure the update on the basis of feedback and communicate the respective organization or personnel Monitor the functionality of the systems in FCGO: The consultant should regularly monitor the functionality of the software component of the IT systems in FCGO and gather the recent status of the systems. If the systems are not functioning well, s/he should initiate remedy actions immediately and inform the chief of the IT section. S/he should work together with other engineers and technicians of IT section of FCGO for intact and workable IT systems. and 3

4 3.4. Visit DTCOs and various paying offices as and when required for IT solution and getting the intact and workable systems: The consultant should also visit DTCOs and various paying offices to monitor the status of the IT system as and when required and provide support service in case of non-functionality of the system. 3.5 Modification and up gradation of the systems: The consultant is also responsible for assisting in modification and up gradation of the systems (BMIS, FMIS, TSA-DECS, RMIS, CGAS, BMIS, LMBIS) in order to accommodate the requirements of FCGO and MoF. Each tasks performed should be documented as instructed. 3.6 Exploring and Fixing the bugs: The consultant should minutely monitor for exploring the bugs in the system and fix and neutralize them as soon as possible without any delay. 3.7 Support Service: The consultant should provide support service for smooth and consistent operation and maintenance of the system. 3.8 Training and knowledge transfer: The consultant should provide training to users according to the requirements. It is also necessary to prepare training material and update it regularly for the knowledge transfer. Knowledge transfer does not only include the operational knowledge but also the technical knowledge and should not be limited to the conversation. 3.9 Enrichment of the systems: The consultant is required to receive comments and feedbacks from DTCOs and other users and integrate them into the system as applicable Familiar with the Accounting/Financial Management Procedures/ process of the System: The IT Consultant should make familiar her/him - self with the accounting, financial management procedures and technical process & features of the systems for the smooth functioning of the systems. 4. Specific Responsibilities to be performed by the Consultants The consultant shall be responsible particularly to perform the following tasks and responsibilities under the technical direction & supervision of IT section of FCGO: System Operation Support: Study the manual way of operation to ensure that the system operation is accurate. Ensure System Quality and Accuracy: The Consultant is required to maintain system quality and accuracy on the basis of following: Ensure the accuracy in system operation through performing system test using test cases obtained during study of manual way of operation. Ensure the user friendly interface of the system and suggest accordingly if required. Collect Grievance regarding System Operation, analyze them and suggest the changes to be performed, if required and communicate the action performed and the result to the concerned user. Regular monitor the system to eradicate any shortcomings. 4

5 IT system Installation and operation: The consultant is mainly responsible to install and operate the information Technology (IT) systems and manage their sustainable operation. It includes the FMIS, TSA-DECS, CGAS, RMIS and other system in FCGO, DTCOs and Paying Offices. Assist Change and Modifications of the system: Assist to Modify and upgrade the systems as per requirement of the FCGO and MoF with complete documentation. Bugs Management: Ensure the smooth operation of the system without the bugs. Examine and find out the bugs of the systems and take necessary actions for required remedies in close collaboration with other IT consultants. Educate and empower the Hub IT technicians :The hub IT technicians are stationed in the different hub districts need to be educated about system of FCGO regularly and also train them for smooth and consistent operation and maintenance of TSA-DECS, CGAS and RMIS, related software. Make them abreast of latest development in the said field on daily basis, if required, with proper communication mechanism. Security Management: Ensure the system is operating in a secured way. In this case, it requires managing Security Features of the systems in FCGO and DTCOs including antivirus, firewall and other related software etc. Maintain the Data Flow Management: Data flow should be maintained on a real time basis. It should maintain the smooth operation system. It is the responsibility of the consultant for data flow management between DECS and FMIS and other related software. Connectivity Arrangement: The consultant should daily manage the connectivity arrangement between DTCOs and FCGO. In case of problem, it is necessary to fix it and report to the authority immediately with the required solution there on. Conduct and assist in Training: Conduct and Assist in conducting intensive central and regional IT training on the systems to users as per requirement. Provide functional training on the systems to users as per requirement. Explain and transfer knowledge and expertise on overall architect of the system to the technical staffs of MOF, FCGO, DTCO and concerned organizations in an organized manner. Prepare and upgrade manuals: Revise, Develop and upgrade operational manuals of the systems and exercise manuals for providing training on the system as and when required. Manage database tuning. Support service: Provide support service for smooth and consistent operation and maintenance of the system. Prepare the report of system functioning as updated: Revisit and modify Reporting Component of the system as per requirement. Visits of DTCOs: The consultant is required to visit DTCOs to provide support services and to perform other obligations as required by the FCGO. Maintain harmony and cooperation/collaboration: The consultants need to maintain close cooperation and harmony while working with the fellow consultants, staffs and the supervisor of the work. They should have the feeling of togetherness in the effective functioning of the IT system operation of FCGO and DTCOs. 5. Availability of Previous Study Documents and Data: The consultant shall be made available the following books/documents for the accomplishing the obligations under the assignment: 5

6 Technical Specifications of the IT systems, Configuration of the layout of Hardware The functional flow of the FCGO Users Manuals of the IT systems, Exercise Manuals of the IT systems, Latest status of the systems, and Orientation and overview of the IT systems. 6. Consultant's Qualifications and Experience: The consultant should have the following qualification and experience out the assignment: to carry 6.1 Academic Qualification and Training: Bachelor in Computer Science or Equivalent from recognized college / university. Master in Computer Science or equivalent is preferable. Training: Preferably have training in Oracle Database Developer and Programming Language with latest framework ( Java Framework or PHP preferable). 6.2 Experience: General Experience: They should have minimum 2 years of general experience in the field of Software development and operation Support (Software Development is Preferable) after the minimum academic achievement in government or public/private organization. Specific Experience: They should have at least of 1 year of experience as System Support Engineer or Equivalent (Software Developer/Engineer is Preferable) of web application. Special advantage: The consultant having minimum 2 years of experience in System Development and Operation concerning Financial Management Sector of Government of Nepal is highly preferable. 7. Duration of Services: The service period of the consultant shall start from August 2015 and ends after 12 months from the starting date. Downstream of the services: The service of the consultant may be extendable to 1 additional year upon the satisfactory performance of the consultant. 8. Facilities/Utilities and Logistics to be provided by the Client: 6

7 The consultant him/herself shall be responsible for arranging all required utilities/facilities and logistics for the completion of the assignment. However, the consultant shall be made available the following facilities/logistics during the service period, if required: Shall be made available shared office room with the counterpart employees of the concerned assignment. Shall have access to the computer and communication facilities ( , telephone, fax etc.) during the obligations performing hours at FCGO, DTCOs and paying offices. The relevant information and documents, if any, from FCGO and the concerned DTCOs. Travel allowance and daily allowance shall be paid as per rules and regulations of GoN applicable for Gazette Third Class Officer. 9. Reporting Requirements and Deliverables: The consultant should report during or at the completion of the assignment the following reports and deliver the following outputs: 9.1 Reporting Requirements: The Consultant shall prepare and submit the following reports/documents: Action / Work Plan of the Assignment: The consultant should submit the annual work plan / action plan reflecting the detailed job responsibilities mentioned in the ToR. The plan should specify monthly breakdown for the period of fiscal year. The plan needs to be submitted to IT section of FCGO within the fifteen days from the date of signing of the agreement. Monthly Report: The consultant should submit monthly performance report (MPR) to the IT section of FCGO within seven days after the completion of the preceding month. The format and contains of MPR will be finalized mutually. However, the report should clearly explain the actions performed by the consultant in comparison with the agreed work plan. The technical documentation as instructed should be exclusively attached with the report. It should also contain perfections, deficiency and recommendations for improvements with a view to strengthening the IT systems. 7

8 Annual Report: The consultant should also submit annual report to the IT section of FCGO within fifteen days after the completion of the preceding year as per MPR modality. 9.2 Deliverables: The assignments should deliver the followings: System Quality Analysis report and System Operation Manual before the implementation of any System or modules in the system. All responsibilities and tasks stipulated in the ToR to be performed in the right time and in qualitative manner. Intact and workable IT systems in MoF, FCGO and DTCOs. Monthly Performance Report (MPR) and Annual Report in English in the given time and format. 10. Skill Transfer and Dissemination: The Consultant should perform the following activities for the skill transfer and training: The consultant should adopt the approach of skills and expertise transfer to the other users in MoF, FCGO, DTCOs, Line Ministries, and Paying Offices of GoN while working with them. He/she should organize a half day training every month about the status of the job and performance. 11. Evaluation Criteria: 11.1 General Criteria: A minimum Bachelor degree in Computer Science or equivalent from recognized university/college. Master in Computer Science or Equivalent is preferable. Preferably training on Oracle Database Developer and programming Language (PHP or JAVA). Minimum age should be 21 year with general awareness about public financial management, and e-governance. S/he should be a Nepalese citizen and should declare not to be involved in violation of any laws or criminal activities. Minimum of 2 years of general experience in the field of Software development and operation Support. (Software Developer/Engineer is preferable). s/he should have at least 1 year Experience in System Support Engineer (Software Engineer/Developer is preferable) of Web application. Minimum 2 years of experience in System Development and Operation concerning Financial Management Sector of Government of Nepal is highly preferable. Committed team player and able to coordinate with associated officers and institutions for improving and expanding organizational IT service Specific Criteria: Consultant will be selected as per Individual Consultant selection method of the World Bank's Guidelines. 8

9 Criteria: A. Certification and Documentation 90 Percent Education Qualification 30 Percent Experience (General and Specific) 30 percent Training 15 percent Knowledge Transfer & Dissemination 5 percent Understanding the Objectives and ToR 5 Percent Quality of Methodology 5 Percent B. Practical- 10 Percent (For shortlisted candidates only) Minimum Qualifying Mark: 70 Percent in certification and documentation (i.e 70 % of 90 Marks = 63 Marks) & 70 percent in practical(i.e 70% of 10 Marks = 7). ******* 9